Overview

User Delegation allows a specified user to access the system on behalf of, and as if they are, another specified user.  It means that the person using delegated access can see all the records the person they are delegating for can see, and make any changes on their behalf that the delegating person is authorised to make. Emails and meetings can be created, and (where Outlook integration is used) these will be sent from the delegating user’s Outlook account.  Any changes made will be recorded in the record’s system notes as being made by the delegating user by the delegated person, like this:

Setup

Only administrators can set up delegated users.   They should be mindful that the user being given delegated access will gain all the permissions of the user profile they are delegated to, while they are delegated.

To add a delegated user, click the icon shown on the user you want to add the delegate to in the settings permissions screen.

On the next screen, select which user(s) you want to add as delegates for this user.  Click the icon shown to add them.  In this example, after adding ‘Terry McCann’, Terry will be able to switch to ‘John McClane’s’ profile, and use it as if he was John. 

Using the delegation feature

Users that have been added as delegates can switch to a delegating profile using these links.

When they are delegating for another user, users will see a tab on the left to remind them that they are not using their own profile.   This can be reduced to a smaller icon if necessary using the << icon.  Click ‘Leave delegation’ to end the delegated session and return to the normal profile.

Every time a user delegates for another user, the login time is recorded in the delegating user’s Settings, Login History page.